For City Council Meeting [September 24, 2019]
TO: Honorable Mayor and City Council
APPROVAL: Rod Foster, City Administrator
FROM: Sean Grayson, Acting Public Works Director
Title
Request City Council to Approve a Contract Services Agreement with West Coast Arborists, Inc., for Tree Trimming and Removal Services for Fiscal Year 2019/2020 in the Amount of $640,000.
(ACTION)
Body
BACKGROUND:
The care of City owned trees is an important responsibility assigned to the Public Works Department under Municipal Code 11.08.020- Street Trees, Jurisdiction and Control:
“The planting and maintenance of all trees in or upon any street, park, parkway or public property in the city, and the pruning, trimming and removal of the same, shall be at all times subject to the supervision of the director, under the authority of the city council.”
The City currently has an estimated inventory of 26,359 publicly maintained trees divided into 37 zones, trimmed on a 6-year cycle based on available funding.
On June 30, 2019, the City completed a five (5) year contract with West Coast Arborists, Inc. for a commutative total expenditure of $1,724,819. The City has been very pleased with WCA’s performance throughout their 18 years of service.
The table below provides a performance summary for budget years 2014 - 2019:
In addition to their physical tree care operations, WCA, Inc. has also participated as a valued corporate partner in many community events including the following:
• Earth Day 2013, 2014, 2015, 2016, 2017, 2018, 2019
• Earth to Table Sponsorship 2017, 2018, 2019
• Rialto Family Festival 2014, 2015, 2016
• Rialto Pollution Prevention Fair 2017
• Pepper Ave. Joint Corridor Cleanup Day 2018, 2019
ANALYSIS/DISCUSSION:
On August 15, 2019, the City of Rialto released a Request for Proposal (RFP) #20-016 for Tree Trimming Services, which is included as Attachment 1. The City’s Purchasing Department received two (2) Proposals on September 5, 2019 from West Coast Arborists and Mariposa Landscapes. A copy of the Bid Abstract is included as Attachment 2.
City Staff reviewed the proposals and based the recommendation not only on price, but on the following merits as well:
• Experience and history of performing similar Municipal Tree Management Services and general maintenance services 15%;
• Qualified personnel, equipment and other resources to meet the scope of services 15%;
• Ability and willingness to meet the time frames required for the proposed services 15%;
• Detailed Safety Plan 10%;
• Financial resources sufficient to maintain solvency while performing the services 5%;
• Approach and methodology 20%;
• Proposed costs to perform the services 15%; and,
• Scope of services to be provided in addition to those required by this RFP 5%.
West Coast Arborist was selected as the proposer most qualified and lowest cost. A copy of West Coast Arborist’s Proposal is included as Attachment 3. A copy of the Proposal Evaluation scoring is included as Attachment 4.
Staff recommends the City Council award a Contract Service Agreement (CSA) to West Coast Arborists Inc., for an initial term beginning July 1, 2019 through June 30, 2020. The City may elect to extend this agreement for four (4) additional one (1) year terms, as agreed upon by both parties. This contract does not include a Consumer Price Index (CPI) increase over the term of the contract as all five (5) years of pricing was obtained during the bidding process.
A copy of the Professional Services Agreement (PSA) is included as Attachment 5. A copy of the Disclosure Form is included as Attachment 4.
ENVIRONMENTAL IMPACT:
Approval of the Second Amendment to the Contract Services Agreement is not a “Project” as defined by the California Environmental Quality Act (CEQA). Pursuant to Section 15378(a), a “Project” means the whole of an action, which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. According to Section 15378(b), a Project does not include: (5) Organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
GENERAL PLAN CONSISTENCY:
This action is consistent with Guiding Principle 3A in the General Plan:
Our City government will lead by example, and will operate in an open, transparent, and responsive manner that meets the needs of the citizens and is a good place to do business.
LEGAL REVIEW:
The City Attorney has reviewed and supports this staff report and Contract Services Agreement.
FINANCIAL IMPACT:
Operation Budget Impact
The operational budget will incur costs for tree trimming, removals, stump grinding, and emergency call outs within LMD’s and City owned properties. Funds are budgeted and available in the following accounts for Citywide Tree Trimming and Removal Services for Fiscal Year 2019/2020 for $640,000.
The City’s budget will continue to provide a six (6) year tree trimming cycle, even with the pricing increases of this contract.
Capital Improvement Budget Impact
This action has no impact on the capital improvement budget.
Business Licensing:
Prior to execution of the Professional Services Agreement/Purchase Order/Construction Contract, the vendor shall submit a yearly business license application and pay a Business License tax at the rate of $704, as well as Administration and State fees.
RECOMMENDATIONS:
Staff recommends that the City Council Approve the Contract Services Agreement with West Coast Arborists, Inc., for Tree Trimming and Removal Services for Fiscal Year 2019/2020 in the Amount of $640,000.